Privacy policy

This privacy policy explains what personal data we collect about visitors to the Cognify website, why we process it, and what rights you have. The document complies with Regulation (EU) 2016/679 of 27 April 2016 (GDPR).

1. Data controller

The controller of your personal data is:

COGNIFY SPÓŁKA Z OGRANICZONĄ ODPOWIEDZIALNOŚCIĄ
ul. Chłodna 51, 00-867 Warsaw, Poland
KRS: 0001024267 · NIP: 7123451235 · REGON: 524694592
Contact: kontakt@cognify.pl

2. What data we collect

When you contact us (through the form on our website or by email) you may provide:

• first and last name,
• email address,
• company name (optional),
• phone number (optional),
• message content — including a description of the process or problem you would like AI to help with.

Automatically, as a result of using the website, we may also collect:

• IP address and approximate geographic location,
• device type, browser and operating system,
• information about how you use the site (visited pages, time spent) — for statistical purposes only and only after consent to analytics cookies.

3. Purposes and legal bases

• Handling your inquiry — replying, preparing an offer, ongoing correspondence. Legal basis: Art. 6(1)(b) GDPR (steps prior to entering into a contract) and Art. 6(1)(f) GDPR (legitimate interest of the controller — business contact).
• Performance of a contract, if we work together — exchanging documents, invoicing, post-implementation support. Basis: Art. 6(1)(b) GDPR.
• Compliance with tax and accounting obligations — storing invoices and records. Basis: Art. 6(1)(c) GDPR.
• Website analytics — only with your consent. Basis: Art. 6(1)(a) GDPR.

4. Retention period

• Contact form data, if no contract is concluded — up to 12 months from the last correspondence.
• Contract-related data — for the duration of the contract and up to 5 years after its termination (limitation period for claims).
• Accounting documents — 5 years from the end of the tax year in which the tax obligation arose.
• Analytics statistics — according to the policy of the service provider (typically 14–26 months).

5. Recipients of data

We may share your data with the following categories of recipients:

• IT service providers that we use (hosting, form processing tools, email);
• contact form provider — Formsubmit.co;
• our accountants and legal advisors;
• state authorities authorised by law.

We do not sell your data, nor do we share it for marketing purposes with third parties.

6. Transfers outside the EEA

Some tools we use (e.g. analytics, Formsubmit.co) may process data on servers outside the European Economic Area. Such transfers are based on standard contractual clauses approved by the European Commission or other mechanisms compliant with Art. 46 GDPR.

7. Your rights

You have the right to:

• access your data and receive a copy,
• rectify incorrect data,
• erase your data ("right to be forgotten"),
• restrict processing,
• data portability,
• object to processing based on legitimate interest,
• withdraw consent at any time, without affecting the lawfulness of processing carried out beforehand,
• lodge a complaint with the President of the Personal Data Protection Office (Stawki 2, 00-193 Warsaw, Poland) or your local supervisory authority.

To exercise any of these rights, write to kontakt@cognify.pl. We will respond within 30 days.

8. Cookies

The cognify-demo site uses only cookies essential for basic functioning (e.g. form handling). We do not use marketing or tracking cookies without your consent.

Cookie types:

• Essential — needed for the site to work, no consent required.
• Analytics — help us understand how visitors use the site. Used only with your consent.

You can manage cookies in your browser settings — disable them, delete them, or limit their storage. Disabling some cookies may affect website functionality.

9. Security

We apply appropriate technical and organisational measures to protect your data:

• HTTPS encryption on the site,
• limited data access — only authorised staff/contractors,
• regular access and security policy reviews,
• data processing agreements with every processor.

10. Policy changes

This policy may be updated as laws change or our service evolves. We will announce material changes well in advance — on the homepage and by email if we are in active correspondence with you.

11. Contact

Questions about your data or this policy? Write to kontakt@cognify.pl or send a postal letter to the company address above.